Records Management

Graphic Communications Services offers a complete Records Management Service. Records can be stored at the State Records Center (SRC) in Sacramento with a retrieval time of 5-7 working days. Frequently used files should not be stored at SRC. A Records Transfer Form Std. 71 should be completed and forwarded to Karen Martin for document pick-up and processing.

E-mail: klmartin1@cpp.edu
Ext.: 3298
Fax: 
4662 
Location: 
Building 5, Room 221

Request a Transfer List number via e-mail to klmartin1@cpp.edu to include how many boxes you would like to send to storage.

•  Complete a "Records Transfer List" (PDF) (STD. 71) form

•  Records Management will assign a Records Transfer List number(s)

•  Order the appropriate size and type of box (see ordering storage boxes)

•  Mark each box appropriately (see marking boxes)

•  E-mail klmartin1@cpp.edu when boxes are ready for pick-up

•  Send the "Records Transfer List" form to Records Management in Graphic Communications Services

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See the sample "Records Transfer List" form below.

•  The following information should be completed on the Records Transfer List:

    • Department name
    • Destruction date (year and quarter - Example: 2008/3). Please refer to "Retention Schedule Guidelines"
    • Destruction method, if confidential
    • Box number
    • Description of records* (double space between entries)
    • Years covered
    • Signatures at the bottom of form (records forwarded by and approved by).
    • Approval number should say Exempt.

Please note : Only one name/title can be entered on the transfer list per box for the description of the records. If you choose to list contents, attach a separate sheet. However, a content list is NOT required and should be retained by the originating department.

The agency billing code for Cal Poly is 20310.

Records Transfer List Sample

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  • Size : 10"h x 12"w x 15"d
  • Type : Archive boxes must be light tan in color (wood grain boxes will not be accepted). The appropriate boxes are available through Office Max item # P512770.
  • Lids must fit securely. (Do NOT include any hanging folders)
  • Boxes will NOT be accepted if the requirements are not met.

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Marking Boxes

  • On one END of the box, print clearly with black marker:
  • The assigned TL#, and
  • The box number(s).
  • Printing should not exceed three (3) inches in height.
  • Please do not put additional information on the box. Do not write on the other three sides.
  • Boxes will NOT be accepted if marked incorrectly. If you have any questions regarding these requirements, please call Karen Marting at x3298 or email her at klmartin1@cpp.edu

Please click here to see a sample of the archive box (PDF) with TL and box numbers.

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 Forward the completed "Records Transfer List" (DOC) form to Daiken Fiore, Graphic Communications Services.

•  Records Transfer Lists are reviewed and a Transfer List Number assigned. You will be notified of the number. This number should be printed on the box. (see marking boxes)

•  Contact Records Management (x3298) to arrange for pick-up when your boxes have been appropriately marked. Pick-ups are made as quickly as possible; however, they are based on staff availability.

•  Archive boxes are staged in Building 5-221, until shipping arrangements are made.

•  Once an archive box is shipped and received at the SRC in Sacramento , a copy of the department's Records Transfer List with the assigned SCR number(s) will be forwarded to the originating department. One copy is retained in the Records Management area.

•  SRC will notify Records Management when archive boxes have reached their destruction date. Departments are then notified via a memo asking if they want the records destroyed or the date extended.

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For retrieval, contact Records Management via e-mail klmartin1@cpp.edu with the following information
  • Records Transfer List number
  • Box number
  • State Records Center number
  • File name (if applicable)
  • Contact person and phone #

Keep in mind it takes 5-7 working days to retrieve a file.

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Retention Schedule Guidelines

Current schedules can be found at the Records/Information Retention and Disposition website www.calstate.edu/recordsretention/ .

The DGS records retention website is http://www.osp.dgs.ca.gov/recs/49gut2.htm

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The new shredding company that we are utilizing is "All Purpose Document Destruction". They can be reached at (760) 662-5466. Their electronic brochure (PDF) gives detailed information on the services they provide.

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